Zionsville Board of Park and Recreation

Zionsville Board of Parks & Recreation Meeting Minutes For Wednesday, May 10, 2023 At 7:00 P.M. EST ONSITE MEETING 1100 West Oak Street In Attendance: John Stehr, President, Jill Pack, Vice President, John Salewicz, Secretary, Ryan Cambridge, Coralie Palmer, Kimberly Lane, Kris Barksdale Staff attending: Amy Nooning, Attorney OPENING Call to Order/Roll Call Stehr It’s time to call to order the May 10th meeting of the Zionsville Board of Parks and Recreation. We appreciate that everybody is here now and we’re ready to go ahead and get started. The first thing we’re going to do is do a roll call. Vice President, Jill Pack? Pack Here. Stehr Secretary, John Salewicz? Salewicz Here. Stehr Ryan Cambridge? Cambridge Here. Stehr Coralie Palmer? Palmer Here. Page 1 of 26 Stehr Kimberly Lane? Lane Here. Stehr And Kris Barksdale? Barksdale Here. Stehr All right, we have all 7 of us here tonight and we’ll get started. Approval of the Minutes The first item on the agenda is the approval of the April 12th minutes. We had 5 of us here – Ryan and Coralie were not so I’ll ask you to recuse yourself when it comes time, time to approve the minutes but does anybody have any questions or any comments on the minutes? Salewicz I do not. Stehr So – Salewicz I do not. Stehr Oh, so with, with that I’ll make a motion that we accept the minutes as presented. Do we have a second? Salewicz Second. Stehr John Salewicz seconds. All in favor say aye. All Aye. Let the record show that that passes 5 in favor, 2 recusals and we’ll move on to the next item which is the Memorandum of the Executive Session and just as a reminder, we had an Executive Session last month to discuss a legal issue with a contractor at one of our facilities. Ryan and Coralie were not present. Kimberly was not yet sworn into the Board so all three of you will, I’ll ask you to abstain on the vote on whether to approve the Memorandum but we, we’ll have enough for a majority. So with that being said, I make a motion to approve the Memorandum of our Executive Session on April 12th. Do I have a second? Page 2 of 26 Approval of the Executive Session Minutes Pack Second. Stehr Jill Pack seconds. Let’s take a roll call vote. Jill Pack? Pack Aye. Stehr John Salewicz? Salewicz Aye. Stehr Ryan Cambridge? Recuse yourself. Cambridge Recuse. Stehr Thank you. Coralie Palmer? Palmer I’ll recuse myself. Stehr And Kimberly Lane? Lane I’ll recuse myself. Stehr And Kris Barksdale? Barksdale Aye. Stehr I say aye as well so that passes 4 to nothing with 3 recusals. Public Presentations/Comments All right, the next item on the agenda is Public Presentations and Comments. We have no one in the room tonight. Jonah, anybody online for public comments? We do not. Okay, thank you very much. Parks Foundation Update Then the next item on the agenda is the Parks Foundation Update and Jill is our liaison to the Parks Foundation. Pack Okay. Their last meeting was April 27th but since then the Town Council did approve the issuance of bonds for the Carpenter Nature Preserve so Page 3 of 26  they’re all quite very, they’re all very happy about that. Looking forward to the bonds being issued, the property closed on and then they can move forward with focusing on areas for fundraising. They are still working on finishing their strategic plan and hope to have that done this month. They would like to increase their social media presence so if anyone that’s here or listening and you have not but if you want to like and follow their Instagram and Facebook pages, they would appreciate that. They do have a plan to increase the number of Board members in the coming year to help with spreading around some of the various work that needs to be done. And the last thing I would just add is that they just, the Nature Connections program that they sponsored as the pilot program that was held at Eagle Elementary for third graders just wrapped up last Friday. It was a series of classroom and field work and then the service project and I was able to participate with a few of the Foundation members at Eagle Elementary on Friday and the kids had a blast. They pulled out a ton of garlic mustard and threw a bunch of seedballs out into the woods at the Zion Nature Sanctuary. Rachel Felling did an awesome job leading it and there also on Friday helping was Chris, Sam and Siera so – Stehr Great. Pack Great program. Stehr All right. Any questions for Jill? Any comments? I just want to say at this point that as, as we all know, the Town Council did approve the bonding on May 1st at its meeting and this is a critical step but it’s still going to take a bit of time to complete this process. We now have to go through the bonding process. We are well on our way and, and once we complete this transaction, the Parks Foundation will be unleashed to raise money to develop the Preserve, which is really a wonderful thing and, in addition, Jim and Nancy worked with us in this process. They were patient with us in this process and you may or may not know that they endowed the Parks Foundation with an additional $500,000 to help Carpenter get along its way so that is just fantastic. They are model citizens here in Zionsville sharing their treasure and sharing their time and following along with this process and helping with this process. I, I think, as I’ve said before, that this is a major acquisition for Zionsville. It’s going to serve countless people for many, many years to come and we really owe a great debt to the Carpenters for their generosity and their patience in, in making this a reality. Does anybody else have anything more to say on that? Page 4 of 26 Lane I have a question – are they going to hire a, a Director to, to do their fundraising or are they doing this all as a volunteer Board? Pack They, they are looking at the possibility of hiring an Executive Director. Lane Okay, yes. Stehr Any other questions, comments? All right, let’s move on then. Staff Reports The next item on the agenda is Staff Reports and we begin with our Superintendent, Jarod Logsdon. Jarod – Logsdon Thank you, John. Good evening Park Board. You, you pretty well covered the Carpenter bond so I’ll highlight a couple other things from my report. Last month the Department was awarded the Indiana Greenways Award for outstanding local government of the year. A prestigious award, obviously only one municipality is chosen each year and this year the Zionsville Parks Department was selected for our outstanding work with advocating and expanding our trail system. So a prestigious award that is now encased here in Town Hall for the public to view. A second accolade, the American Council of Engineering Companies (ACEC) listed the Overley-Worman pedestrian bridge as a state finalist for their award ceremony as well so just speaking to the design and engineering for our park system as we continue to elevate that so we appreciate that mention as well. And finally, on Arbor Day members of the community and donors to our northern Rail Trail extension joined us out in the rain. We had a brief ceremony of a dedication of a Rail Trail memorial tree plaque ceremony. So 69 trees were planted along the northern expansion and 40 of those were sponsor, well 40 sponsors funded that project. So we were happy to meet with those families and learn what those trees meant to them and what they’ll mean for future generations in Zionsville. That is all from the Superintendent Report unless there are any other questions. Stehr All right, thank you Jarod. Logsdon Thank you. Page 5 of 26 Stehr All right, next in line is the Director of Maintenance Services, Chris Flanagan. Flanagan Good evening. Alrighty, so for April we only had one instance of graffiti which only consumed around two staff hours. We’ve begun mowing for the season. We’re training part-time staff on the mowing equipment and the locations that we do around Town. Irrigation was activated at Lincoln, American Legion and Elm Street Green, while we’re troubleshooting the system along with Coy Irrigation out there at Mulberry Fields. Working with them we should have that figured out soon. We assisted Eco Logic with preparation site to spray hemlock at the mountain bike trail as well as spraying a portion of Willow Road for an Eco Logic site planting there and we mulched Village corner down on the bricks. We had three weed wrangles, bush honeysuckle at Turkeyfoot and garlic mustard at Overley-Worman and Starkey Park. Along the Rail Trail, the crews framed and poured out the concrete pad where a memorial bench was anchored down alongside that dedication plaque there on the northern end. We repaired and activated the drinking fountain that’s near the Oak Street tunnel. At Heritage and Elm Street both, we turned on the water for the community garden plots and the drinking fountains. At Heritage we installed the shade sails at the playground. And at Elm Street we also had to repair the water spicket near the community gardens there. Restrooms and drinking fountains are turned on at Mulberry Fields and we also replaced the adaptable swing there on the playground as well. Starkey Park, as per usual, we spent some time clearing fallen trees along the trails there and we replaced some of the railings along the switchback ramp. At American Legion, crews replaced the ground lights around the memorial obelisks and we repaired the drinking fountain there on the roundabout. Cleared the trails at Zionsville Nature Sanctuary and we partnered with Recreation to cut out and place some OSB for snake shelters out there in the woods for their programming and we also poured a concrete pad and anchored down a toolbox which will soon be activated for mountain bike trail volunteers. That’s all I got, along with our regular activity. Stehr I wanted to ask you about Elm Street Green about the fountain on the upper part of Elm Street Green – Flanagan Yeah – Stehr Is that, is that to be – Flanagan It was activated this week, yeah. It’s now online. Page 6 of 26 Stehr Okay. It, it’s in good shape and it’s functional and – Flanagan Yeah, it’s functional. I want to get in some time this year and scrub it down and give it a good cleaning but we wanted to go ahead and get it activated because – Stehr Right. Flanagan It’s a nice water feature for the park but, yeah, it’s activated and the fountain at Lincoln is also activated. Stehr Great. Anybody have any questions for Chris or comments? All right, thank you, Chris. Flanagan Thank you. Stehr All right, next up is our Director of Recreation Services, Mindy Murdock. Murdock Good evening everyone. For the month of April, we saw 1,121 visitors to the Nature Center. The majority of those, I would say about a third of those, came during spring break, about 445 walk-ins and then the staff actually they, they provide programming throughout the spring break there so we had a drop-in craft for a discovery every day and then in between that they did different things such as animal babies, a full moon hike, things of that sort for the people that didn’t go on travels for spring break. Outside of that, we did 36 programs or events for the month of April. A few highlights, of course, is our Indiana Master Naturalist which last night was the final of that series so, thankfully, hopefully, all 29 that finished and took their test will finish their volunteer hours and become certified Indiana Master Naturalists. A couple other ones – the Creekstomper did its first Park and PLAY on April 20th at Overley-Worman Park so we had 29 participants come out and play with us. We’ve got quite a number on the board for May and then summer we’ll, we’ll talk more about that later but summer’s looking like it’s going to be pretty busy with the, the outreach vehicle. We also had Greenfest which was on April 22nd. So we estimated about 411 people. With some new additions to that, we did a morning yoga class, that was a new one. We had a family fun ride led by Jarod for me and then we also did a recycled T-shirt class which was a very popular Page 7 of 26  option for them and then we had, of course, our recycled art contest. We actually had 79 submissions for that art contest so, so it was pretty cool to see all the different things that the kids came up with. And, yeah, that’s really all I have unless you guys have any questions. Stehr Pretty good month. That’s a lot of walk-ins at the Nature Center isn’t it? Murdock That is. I mean, we’ve had more. I think the highest we’ve had is 1,400 but, but yeah, it’s pretty much every month is pretty steady. Stehr Yeah. Murdock In the 1,000+. Stehr That’s great. Murdock So – Stehr Any questions for Mindy? Lane Mindy, can we see, do you keep track of your statistics kind of month over month – Murdock Uh huh. Lane So we can see kind of quiet cycle and then as you guys grow – I, I find the trends telling and if we can predict where you might need staffing or more staffing or where we can adjust if you know that a lot of things get cancelled at a certain time. Murdock Yeah. Lane Then we can adjust and you guys are spending your staff time, your limited staff time more wisely. Murdock Right, yep. I keep track of everything, 9 years back so. Lane I knew you did. Stehr Yeah, it’d be good if you sent that around to everybody too. Murdock Yeah. Page 8 of 26 Stehr I think we’d all like to see that. That’d be great. Thank you. Murdock Thank you. Stehr Anybody else? Salewicz You mentioned the Indiana Master Naturalist class. Your staff did a fantastic job, great. They did a great job putting that together and I’d say definitely continue doing it, offering it to the community and – Murdock Awesome. Salewicz Maybe, one suggestion is probably not as many people. It was one thing when you go out it was hard to, did everyone really get involved when we went out and walked and such but it’s just something to think about. Murdock Yeah, 30 is the, the limit that they allow and it was amazing how quickly it filled so. We are doing a Junior Master Naturalist at the end of July so if you know of anyone interested, that one is available. People can register their kids for that. It’s ages 9 through 12 so and it is a full day, actually a full week, so it’s from like 9 to 3 daily throughout that week so. Stehr All right, thank you, Mindy. Murdock Yeah. Stehr Okay, the next item on the agenda is Golf Course Manager. I don’t see Mike in the room but Jarod is stepping up to talk about what’s happening at the golf course. Logsdon Yeah, certainly want to highlight a couple of accomplishments at the golf course. Off to a very strong season. Ninety (90) season passes sold to date. I believe the previous record was somewhere in the 60s so having an outstanding group coming forward and playing at the course. To date there has been 1,898 rounds of golf played so a fantastic turnout since March 15th. Two more items – the drainage project on hole 4 which was approved by this body just a few months ago has been completed. We now have three French drains and a sump pit that will property deal with some of the water that accumulates on the course so it’s always nice to have it dry out a little quicker and get people back out there. And finally, today the John Deere pull behind mower that was ordered in January was delivered so Page 9 of 26  crews got to test ride that, tweak it with the dealer before they left and they will soon incorporate that into their operations. So that is all from the golf course at this time. Stehr Yeah, it’s too bad Mike’s not here because it’d be nice to tell him in person how great the golf course looks and congratulations on the season so far. It, it seems like it’s been going great. Logsdon Absolutely, yeah. Stehr Yeah. All right. Thank you. Salewicz I do have one question – the, on hole 2 where we did, where Duke Energy did the grant and all the plantings – it doesn’t look all that great – Logsdon Yeah. Salewicz Is there, what’s, is there like main or is there a warranty of some sort because it does not look like anything’s taken. Logsdon Yeah, so we’re waiting to see what pops up and we knew the first year was going to look pretty rough. You’ll see once the blankets stop that’s just annual rye so we’ll spray that out and continue the habitat in the future and as quickly as this fall but it looks a little rough right now. We’re, we’re very aware of that but we’re going to watch what pops up. Cambridge They typically take a couple of seasons – Salewicz Yeah. Cambridge To fully establish so. Stehr Okay. Anything else on the golf course? All right, let’s move on. Thank you, Jarod. The next is our report from our Parks Attorney, Amy Nooning. Nooning Yes, sure. I’ve been continuing to work along with Jarod on pulling together the necessary pieces for the legal documents for some real estate acquisitions that will be in front of the Board over the next few months including Carpenter Nature Preserve and some permanent easements that we’re also working on so more to come on all of that. Jarod’s working on getting some legal descriptions necessary and we’ll have all of those documents ready to go and teed up when the appropriate time comes. Page 10 of 26  In addition to that, I’ve been working with Mindy on the development of the Creekstomper Agreement which is down below on New Business and we can talk about later on. New Business Mulberry Fields Special Use Permit Stehr Okay. Yeah, we’ll talk more about that in a few minutes. Any questions for Amy so far? No? Okay. The next item on the agenda under New Business is the Mulberry Fields Special Use Permit. Jarod – Logsdon Thank you, John. Every once in a while a group comes to the Parks Department asking for a, a special use of a facility that doesn’t quite fit into any of our structured programs so we have the shelter reservation policy for the shelters, we have the special event permit and there’s certain things that have to trigger before that’s activated so this is one of those projects that kind of falls in the middle. So, working with Amy, we developed the Special Use Permit template which we utilized for this. If you’ll recall, we had a request last year for the hot air balloons with the Boy or Cub Scouts last year at Mulberry Fields as well as two rocket launches from Girl Scout groups in my tenure here so. This would be to allow the Huntington’s Disease Society of America to have a Team Hope Walk at Mulberry Fields on September 16th. They have requested to utilize three shelters and the interior pathways at Mulberry Fields for their walk. So, again, just confined to one park, shouldn’t disturb normal activities too much. We do offer free rates on shelter reservations for non-profit groups such as this so the request before you would be to allow this special use of the pathways and the three shelters at Mulberry Fields on September 16th. Happy to answer any questions. Pack Do they have an estimate of how many people will be there? Logsdon Right around 100. Pack So is there adequate parking? Logsdon Yes, yep. Pack Okay. Stehr And we need a motion to accept this? Logsdon Yeah and we’ll have you sign it – Page 11 of 26 Stehr Okay. Logsdon The agreement. Yep. Stehr Anybody else have any other questions? I know it seems like a – Salewicz So will it close the park? Logsdon No, we should still be open to the public, just more foot traffic for those couple of hours in the morning. Lane Does this, I’m assuming, protects us from liability and damages? Logsdon Yes. They, they agreed to some conditions within this permit as well as just our general liability coverages. Stehr Well it certainly seems like a worthy cause and good use of our parks. Anybody have any concerns or questions? All right then, can I have a motion to accept the Special Use Permit by the Walk for Huntington’s Disease Association? Cambridge So moved. Stehr Ryan Cambridge makes a motion. Do we have a second? Lane Second. Stehr Kimberly Lane seconds. Let’s take a roll call vote. Jill Pack? Pack Aye. Stehr John Salewicz? Salewicz Aye. Stehr Ryan Cambridge? Cambridge Aye. Stehr Coralie Palmer? Palmer Aye. Page 12 of 26 Stehr Kimberly Lane? Lane Aye. Stehr Kris Barksdale? Barksdale Aye. Stehr I say aye as well making it unanimous. Thank you, 7 to nothing. Pickleball Courts Rules All right, the next item on the agenda Pickleball Rules. Jarod – Logsdon Thank you, John. We will soon welcome four dedicated pickleball courts to our park system. Progress along with that project is going extremely well. We’re looking for that to wrap up here in a couple weeks. But as we do that, we wanted to identify and create specific rules for the pickleball courts. We utilized examples from around the nation to compile the most concise and easy to understand rules so that everyone has an opportunity to play, realizing that this is an extremely activated sport at the moment. There’s a lot of users and we do realize that people will come to Town just to utilize the courts so we wanted to be prepared for that and develop these rules and regulations to exclude what we don’t want on the courts so that’s other sports balls and skateboards and things like that, per usual, but also define what kind of the etiquette of our courts would be. So we will install a pickleball saddle, paddle saddle on the outside of the courts and that will best indicate who’s next when there is a wait and so teams will place their paddles in that and as a court opens up, there’s a little indicator they’ll slide to the next group and they’ll grab their paddles and go on to the courts. So when there’s not a wait, obviously, players can play as long as they want but as parties begin to wait outside, they play to 11 and are to win by 1 and then they’re off the courts to get back into the queue to play again. So, happy to answer any questions related to these rules but upon approval, we’ll get these to the sign companies and get them placed on the courts. Stehr Well, before we take comments on that, I just want to say that I, I did reach out to some key people in the pickleball community here and have gotten positive feedback. There, there actually is a pickleball community here and they’re really interested in this. So – Page 13 of 26 Lane It’s, it’s, it’s like come out of nowhere for me – Stehr Yes. Lane And I, I have no hand-eye coordination so – Stehr Yes. And this, this seems to be acceptable and, and appreciated. Pretty standard of the pickleball universe and if, you know, if we have some problems we can modify it as we go forward but I think that these rules should be a very good start and it seems like the pickleball community is, is completely onboard so. Does anybody have any comments or thoughts on the pickleball rules for our new pickleball courts? Salewicz It’s great. Stehr Okay. Anybody like to make a motion to accept the pickleball? Lane So moved. Stehr Kimberly Lane makes a motion to accept the pickleball rules. Do we have a second? Cambridge Second. Stehr Who was that John? Cambridge Me. Stehr Ryan, Ryan Cambridge seconds. Jill Pack? Pack Aye. Stehr John Salewicz? Salewicz Aye. Stehr Ryan Cambridge? Cambridge Aye. Stehr Coralie Palmer? Palmer Aye. Page 14 of 26 Stehr Kimberly Lane? Lane Aye. Stehr Kris Barksdale? Barksdale Aye. Stehr And I say aye as well making it unanimous. All right, when do we think the pickleball courts are going to be open, Jarod? Logsdon Uh, soon. So – Cambridge The check’s in the mail. Logsdon The cold snap kind of delayed the surfacing. We do certainly want to ensure that we have adequate temperatures at night just so we don’t get any bubbling or peeling once it is set so – Stehr Yeah. Logsdon Happy to take our time and make sure we do it right. Stehr And I think the pickleball community supports that as well. They’d rather have it done right than have, go back and make adjustments and repairs and all that so. It’ll, it’ll come in its time, right? When the time is right we’ll have pickleball at Mulberry Fields. All right. Thank you, Jarod. Creekstomper HOA Agreement All right, the next item on the agenda – the Creekstomper HOA Agreement. Mindy, are you going to come up and talk about that? Murdock All right, so I know some of you were on the Board when I first approached you guys about our Park and PLAY initiative, really trying to kind of reach the people where we find them versus relying on everyone to come to the Nature Center, to try to come to a program that we’re doing there so really go out into the parks and find them where they are and basically bring programming to them. We were blessed to get the Creekstomper last year and it really increased that initiative that we went from just kind of a monthly Park and PLAY to be able to go to a lot of events like the Farmers Market, the fall festival and really see a big impact Page 15 of 26  and so this is kind of the next step of how do we reach people where we can find them and so one thought was be kind, kind of following what the Bookmobile at the library is doing and you know it – and heading out to looking at various HOAs. So there was some criteria that we will stick with is one, it has to be a Zionsville HOA so we would not be traveling into Whitestown. It would be in the Zionsville community itself. They would need to have a common area that would have accessibility so the Creekstomper could roll right in with grass so we can set out all of our play equipment and then also the dates that we choose would not be coinciding with anything that they might be doing as a special event. So block parties, things like that. We do have the opportunity for people to rent the Creekstomper for their neighborhood block parties and things and we’ve done a few of those but this would be more of, especially in the summer when kids are out of school and not all the time maybe they’re hanging out at the, the neighborhood pool and then the, the Creekstomper rolls on up and maybe they spend a little extra time hanging out in their common area. So I did reach out to Amy and kind of wanted to find a, an agreement that would work for us as well as for the HOAs just so there’s a clear understanding of where everyone is and that common ground so and that is what is before you guys. Stehr Amy, do you care to chime in on this? Nooning Sure, I can add some – the Memorandum of Understanding that we prepared, it’s a, it’s just a very high level kind of MOU to just set the expectations primarily with regard to where the, what space is going to be utilized, how the Parks Department can go about reserving the space or requesting permission, the timeframe so Mindy can plan her programs well in advance and they can also have an expectation of what’s going to happen in plenty of time in advance so we don’t have any last minute issues. We also put in here that the Parks Department agrees to abide by their reasonable regulations just to ensure that that that’s clear. Each of the parties is going to maintain our separate liability insurance as we do and name each other as additional insureds and that’s about it. Again, just kind of very high level, we did a, just a template agreement so she can plug in the specifics for each HOA that the Board and Mindy want to engage with. Stehr Any questions? Salewicz You said they must have a common area? Page 16 of 26 Murdock Some area where the, yeah, the Creekstomper can roll in. Not, I don’t want to be – Salewicz In the street? Yeah. Murdock In, in the street or someone’s front lawn – Stehr Yeah. Murdock So a common area where they, they have so. So it does, not, not all HOAs would then be available but – Stehr Right. Lane Mindy, did, did you, do you guys need power for the Creekstomper? Murdock We do not – Lane Okay. Murdock For most of our things, no. Lane Okay. Murdock It would not be something that we would ask for. Lane We do for the Bookmobile depending on how it’s going to get used at a location – Murdock Yeah. Lane We may or may not plug it in. And I would, Lydia Lutz is the – Murdock Yes – Lane Director for Outreach. Murdock Yeah, I actually reached out to Lydia asking her like what do you have in place, what do you ask, what have they asked you about when we’re – Lane Certificates of Insurance, I’ve played intermediary with our insurance company multiple times on that with different HOAs. Some of them ask Page 17 of 26  for nothing, some of them ask for more than you would think short of a blood sample which is great, everybody needs to be covered and feel comfortable but she’s had some varying levels of success getting into different places that she’s wanted to go so please pick her brain – Murdock Will do, yeah. Lane And if you guys can tag team and like she can bring the nature books that we’ve, we’ve set up for you guys to, to supplement that that would be a great partnership. Murdock Okay. I do know I have three HOAs right now that are interested so if this is passed, I told them we would-- Lane Royal Run would be a great one. Murdock Well considering I’m on the Board that’s an easy one. Cambridge Do you have a sense or, or a ballpark of the cost to rent the Creekstomper? Is that listed somewhere? Murdock The Creekstomper for the rental it is listed. It is a minimum of a two hour and so it’s $300. Cambridge Okay. Murdock Yeah. Stehr Well this is a great way to activate it more and I think that would be great. So what we’re asking – Murdock It’s a good way to – Stehr I’m sorry? Murdock It’s a good way to increase our marketing – Stehr Yes. Murdock Since we really don’t have a marketing budget of being able to be out there and sharing upcoming programs and events and new facilities such as like the pickleball court that’s coming on but, again, trying to – Page 18 of 26 Stehr Yeah – Murdock Meet people wherever they might be. Stehr Okay, so we’re – Pack Is the timing of HOA meetings, is the, is the timeframe of 21 days and 14 days reasonable? I mean I, are they meeting that frequently that they would be able to get back to you following a meeting to approve a request to go in? Murdock I don’t know of all HOAs, I know a lot of the larger ones meet either once a month or every other month so – Pack Okay. Cambridge I’m on the Board of the Vonterra HOA and we’re able to approve and sort of vote virtually – Pack Okay. Cambridge I know it’s a good byproduct of 2020, if there is one, so we’re, we would be able to do something like that – Murdock Yeah, right – Cambridge Really efficiently without having to call a special meeting. Murdock And a lot of times, yeah, like Royal Run a lot of times we’ll, we will discuss things via email – Pack Yeah. Murdock So. Stehr Okay, does anybody want to make a motion that we accept the HOA MOU? Lane So moved. Stehr Kimberly Lane makes the motion. Do we have a second? Palmer Second. Page 19 of 26 Stehr And Coralie Palmer seconds. Let’s take a vote. Jill Pack? Pack Aye. Stehr John Salewicz? Salewicz Aye. Stehr Ryan Cambridge? Cambridge Aye. Stehr Coralie Palmer? Palmer Aye. Stehr Kimberly Lane? Lane Aye. Stehr Kris Barksdale? Barksdale Aye. Stehr And I concur as well making it unanimous. Alrighty, thank you Mindy. Thank you for working through that and Amy, thank you for your efforts in putting that together. I think that’s going to be great. Old Business Winterfest 2023 All right, now on to Old Business and the first item is Winterfest 2023. Logsdon Thank you. I just wanted to update the Board and community about some changes to Winterfest for this year. As we began to plan for this year’s Winterfest events, we took a deep dive into how operations have been going over the past two years as well as the community surveys that we provided for the past two years and while we had a fantastic time welcoming 10,000 skaters over the past two years and countless more for all the programming, we did decide to pause the rink for this year. Just a trend that came from the community surveys is truly how difficult it is to program outdoors in December in Indiana and some of that basic Page 20 of 26  infrastructure and refuge from the elements is one of the most reoccurring items and, and we kind of touched on that as well when we spoke about Winterfest earlier this year. Ryan mentioned placemaking and the opportunities we do have at Mulberry Fields to develop that placemaking and make it more of a built-out event but we are limited by the infrastructure onsite today so we, I do have hopes that the ice rink could return to Mulberry Fields in the future as that infrastructure does catch up. We also did look about changing the locations for Winterfest. So, one of the most heartbreaking things we’d hear during the previous two seasons is, it’d be the end of the season January and many people would be “Oh, I didn’t even know this was going on” and we realized that there was some visibility issues with having it at Mulberry Fields so. On top of that, the Chamber has been creating countless holiday traditions in the Village for decades and we knew there was some synergy there and also potentially there’s competing times when the rink would be open and activities in the Village as well so. We did explore a partnership with the Lions Club for placing the ice rink this year at their park and they were fully supportive of executing that and looking into that further but ultimately, it was some utility limitations of that site that would put a pin in that as well so. We do look forward to the rink returning to our community in the future, whether that is at Mulberry Fields with more infrastructure or potentially has a place in the Village with the future Gateway project or some other location but – so this year we are going to focus on the other programs that made Winterfest so wonderful. We will have breakfast with Bud, Buddy the Elf here at Town Hall, reindeer will make their reappearance in our park system and we have an opportunity to better, further collaborate with the Chamber on the programming that’s going on in the Village so just wanted to update this Board and the community on how Winterfest is going to look for 2023. Overley-Worman Park Stehr Any discussion about Winterfest? Plans for Winterfest this year? Okay, we can move on to the next item then Jarod – Overley-Worman Park. Logsdon HIS Constructors have returned to Overley-Worman to finish out those final punch list items that were a little bit more seasonal dependent that they needed to finish up so we are hoping that they make exceptional progress on the punch list and finish that up by the end of the month. They have been onsite each day making changes to the grade and reestablishing seed and some of the minor items that have remained on the punch list and Page 21 of 26  we are continuing to hold them to the specs of the contract and want our finished product to be just as fully fulfilled as we intended with the design. So happy to answer any questions about that as well. Cambridge My, we, I think I’ve mentioned, we live right on the back of Overley- Worman Park so I’ve gotten to enjoy it over the years, both before it was a, a true park as it is today and, and happy to see things moving along. I, I do applaud you, Jarod, of sticking with it and holding them, you know, sort of holding their feet to the fire. As a landscape architect, I’m primarily a, a park planner and park designer. It’s clearly not their forte. They’re, they seem to be really good at bridges, which we had one of those and they, they got that done but I do think since we, as a Town, are going to inherit, you know, for in perpetuity whatever they leave behind, I think it’s important to make sure that any repairs or remediation efforts that they do are in accordance with specs and at a minimum, best practices. So, pending that I would encourage us to hold on to any of the funds that we’ve withheld until whatever they deliver is satisfactory. Logsdon Yeah, absolutely. Mulberry Fields Pickleball Courts Stehr All right, anything else? All right, Jarod, the Mulberry Fields Pickleball Courts – Logsdon As I alluded, they’re coming along great. The fence is fully up, posts have been placed and soon the sports court, coating will be placed on the courts. I just want to acknowledge that these, this facility was designed to APA standards of that 30 x 60 framework so these courts should have the proper accommodations and sizing for the American Pickleball Association and we will make sure that the final product is to those standards as well. So I know there’s been a little bit of discussion about the light poles or where the placement of the, the fence – sorry – the net poles are and we’ll be sure to verify those before we finish out on the project. Stehr There was some concern expressed about the space between them? Between the courts? Logsdon Yeah, just the, the distance of the nets to the next court. There was a little concern it was too close. Stehr Yeah. Page 22 of 26 Logsdon Yep. Stehr But the pad is there and they are what they are going to be in right – Logsdon Yes. Stehr And we’ll learn to adapt. Logsdon And they were designed to the standards of the APA. Stehr Yeah, okay. Any other questions about that? Comments? No? Okay. Rail Trail Northern Expansion & Widening Rail Trail Expansion and Widening – Logsdon The northern expansion and widening are still progressing along well. There was some grade adjustments that the contractor completed over the past two weeks which delayed paving but they are returning to the site and should be finishing paving on the northern section very shortly as well as following right behind with the phase 1 widening so looking to get that all buttoned up. There is a wet spot at Heritage Trail right behind the dog park which every rain event that might delay paving a little further and a little further so looking at solutions there so we can get that all buttoned up and then moving on to the final phase of the Rail Trail project. Rail Trail Trailhead Stehr Anybody? No? Okay. And then the next item the Rail Trail Trailhead which seems to be coming along – Logsdon Yeah. Stehr Quite nicely. Logsdon Another project just moving along fantastic. By the time you saw the photo in your packet, there was already an updated photo of the structure now with a roof. So the trailhead facility is nearing completion. They’re roughing in utilities and fixtures. The site will be graded a little bit more and seeded. We continue to work with the neighbors if they have any privacy concerns and with the HOA and we appreciate their patience of any noise and other things that are impacting their, their evenings in their Page 23 of 26  yards so. That project is coming along great and another project we anticipate to be finished soon. Stehr It’s going to be a big summer. Anybody have any other comments about that or anything else? Palmer I just, I just have something about – sorry, it wasn’t about the trailhead. With the, with your invasives removal in the park it’s great that you’re doing honeysuckle and the garlic mustard. Is there any plan to tackle ______ 42:42 in Starkey? I know it’s just got a lot worse this year. Is that something that Eco Logic do or you? Logsdon Kind of our strategy with that was to keep it as close to the flood plane as we could knowing that each flooding event we could get a whole new batch of seeds and then the – Palmer Right – Logsdon Future generation. So, there isn’t currently a contract for those services this year but we are monitoring that. We’ve also seen quite a bit of that in Overley so that’ll be a new place to set our sights on as well. No shortage of strategies to kind of begin to or continue to tackle that and – Palmer Okay. Logsdon Improve our park system. Palmer Thank you. Stehr All right. Thank you, Jarod. Claims The next item on the agenda is Claims. Has everybody had a chance to take a look at the claims? Salewicz Yes. Pack Yes. Stehr Does anybody have any questions about the claims or concerns or comments? Page 24 of 26 Salewicz No. Stehr All right. With that in mind, do I have a motion to approve the claims as submitted? Salewicz I’ll make a motion to approve the claims as submitted. Stehr John Salewicz makes a motion. Do we have a second? Barksdale I second. Stehr Kris Barksdale seconds. All right, let’s take a roll call vote. Jill Pack? Pack Aye. Stehr John Salewicz? Salewicz Aye. Stehr Ryan Cambridge? Cambridge Aye. Stehr Coralie Palmer? Palmer Aye. Stehr Kimberly Lane? Lane Aye. Stehr Kris Barksdale? Barksdale Aye. Stehr And I say aye as well. All right, the claims are accepted unanimously. Adjournment The next meeting is June 14th and I would ask you once again please do not leave the room until you sign the paperwork and with that do I have a motion to adjourn? Page 25 of 26 Salewicz Motion to adjourn. Stehr John Salewicz makes a motion. Stehr Do we have a second? Pack I second that. Stehr Jill Pack seconds. All in favor say aye. All Aye. Stehr All opposed? [No response] All right, thank you everybody. We’ll see you on the 14th. _____________________________________ ________________________________ John Stehr, President John Salewicz, Secretary Respectfully submitted, Bonnie Black Parks MAC Professional – 6/14/2023 Page 26 of 26